Emergency Management Plan

III. Crisis Response Protocols

A. Introduction

The information in this section is designed to provide an overview of the University's planned response to specific foreseeable crises. This section is not designed to provide all details of specific actions that may be necessary, as any given event may call for responses or actions not contained in these protocols. In addition, it is impossible to list every possible crisis that may occur, and in the event the University is faced with a crisis for which a protocol is not set forth in this section, the University, with the advice and assistance of the Crisis Management Team, will use its best efforts to provide an appropriate response for the event, taking into account the considerations and factors set forth elsewhere in this plan.

It is the belief of Fort Hays State University that a comprehensive threat assessment strategy is needed in order to identify situations which may create or result in a crisis and to be able to respond to such events if they should occur. At the same time, the University must be prepared to intervene in potential crisis situations including those involving dangerous or threatening behavior of any University community member in order to provide necessary assistance to the person exhibiting such behavior and to ensure to the extent possible that such behavior does not cause any harm to the University community. To this end, the University recognizes that open communication among all of its internal constituents witnessing or responsible for responding to such behavior or event is necessary, as is effective communication between the University and community resources.

In addition, any individual who witnesses or learns of dangerous or threatening behavior should be and hereby is encouraged to report such behavior. If there is any doubt as to the urgency of the situation or whether a crime has been committed or is being threatened, University Police should be notified. Otherwise, notification should be given to the supervisor of the person witnessing the event or to the Kelly Center staff.

This protocol will be followed to the extent that it is feasible. However, each situation will be assessed on a case-by-case basis with an emphasis on protecting and preserving human life, while attempting to balance the rights of all individuals involved. In addition, this protocol should not be construed as mandating any response different from the requirements of any applicable law.

Action Plan for Dangerous or Threatening Behavior

The University Police Department is primarily responsible for responding to complaints or notifications of dangerous or threatening behavior, although any person witnessing or becoming aware of such behavior may notify his/her immediate supervisor, department chair, or Kelly Center. Upon receiving a report of such behavior, the UPD will utilize all available and appropriate resources to locate the person whose behavior is at issue. UPD will notify and request assistance from the Kelly Center, if appropriate. In the event that the Director of the Kelly Center and UPD determines, after intervention, that the individual's behavior poses a threat or danger to self or others, and if professional standards allow or mandate such actions, the Director of the Kelly Center in conjunction with UPD and/or High Plains Mental Health Center (if necessary) will pursue a voluntary or involuntary commitment of the individual in available counseling facilities.

If the University Police is unable to locate the individual with reasonable effort and the assistance of the Kelly Center, then the Director of University Police and Director of the Kelly Center will determine, from the information known at the time, whether all or part of the campus community should be notified of the alleged threatening or dangerous behavior.

Withdrawal from and re-admission to the University

In the event a student's behavior warrants voluntary or involuntary treatment such that further class participation is impossible or impracticable, the Director of the Kelly Center will work with the Vice President of Student Affairs to determine the best method and procedure for administratively withdrawing the individual, or obtaining for the student incompletes from the student's instructors. If the individual whose behavior at issue is faculty or staff, a leave with or without pay will be granted upon the approval of the individual's immediate supervisor and division head (i.e. vice president).

If a student has withdrawn or been suspended from the University due to hospitalization or commitment for attempted or threatened suicide, or attempted or threatened harm to others, the following will take place prior to re-admittance to the University:

The student will meet with a re-entry committee made up of the Vice President for Student Affairs, the Assistant Vice President of Student Affairs, the Director of the Kelly Center, the Director of Student Health, the Director of Residential Life (if student lives on campus), the student's off campus health care provider, and if appropriate, the student's parents/guardians.

After hearing from the student and his/her therapist and parents/guardians, the committee will make one (or more) of the following recommendations:

Student will be re-admitted with no follow-up services necessary.

Student will be re-admitted on the condition that they provide evidence that they are reasonably compliant with the treatment recommendations provided by the releasing inpatient facility and/or outpatient provider.

Student will be re-admitted after signing a crisis contract indicating specific steps he/she will take should suicidal or homicidal thoughts arise.

Student should continue outpatient therapy and apply for readmission upon stabilization of symptoms.

Student will not be re-admitted to the University.

If re-admittance is allowed, failure to comply with one or more of the committee recommendations could lead to dismissal from the University.

If an employee has been placed on leave due to threatening or dangerous behavior, the employee will be allowed to return to work pending approval of such employee's health care provider. The University will attempt to accommodate any restrictions or conditions placed on the employee's return to work by the health care provider.

Action Plan for Assessment of Non-behavioral Threats

In the event that a threat to the University and/or University Community exists, other than those threats or dangerous behavior addressed above, the Crisis Team Coordinator will call a meeting of the Crisis Management Team to assess this threat. The Crisis Management Team will consult with internal and external officials if necessary to determine the extent and immediacy of the threat. If the threat requires evacuation of the campus and its buildings, the Building Evacuation Protocol set forth elsewhere in this plan will be implemented. If no evacuation is necessary but the threatened event is such that interruption with the normal operations of the University is likely, the Crisis Management Team will determine the best method to notify the campus community depending upon the immediacy of this threat. The Crisis Management Team will also develop strategies for dealing with the expected results of the threat.

Action Plan/Post Event Intervention/Family Assistance Center

Following an event which occurs on or significantly impacts the University community and its constituents such that counseling services may be necessary, the Kelly Center will, to the extent possible, provide counseling services. If the Kelly Center is not physically accessible, and/or the number of persons requesting or needing assistance is significant, appropriate locations on campus will be established and the assistance of relevant community counseling services in the Hays and surrounding areas will be requested. Only licensed and/or trained providers will provide counseling services to those in need of such services although University personnel will be available to serve as liaisons between counseling services and those persons in need of such services. In the event that funeral services need to be arranged, the Kelly Center will assist families in contacting funeral service providers and help them begin the process of arranging funeral services.

In the event that a crisis results in a substantial number of persons being hospitalized, the University, through its Kelly Center or Student Affairs division, will maintain a presence at as many of the facilities where treatment is being provided as possible, to respond to questions or concerns of family members and to otherwise to provide support.

Effective and timely communication during a crisis is essential to prevent or mitigate harm to persons and property; to preserve confidence in the University so that future crisis management efforts will be effective; and to avoid damage to the public image of the University that can result from rumors and other types of misinformation.

Action Plan/Crisis Responder

Crisis Responders will notify the Crisis Management Team at the earliest opportunity when an incident has occurred that may rise to the level of a crisis.

Crisis Responders will provide updates to the Crisis Management Team throughout an incident that has been designated a crisis by the Crisis Management Team.

Action Plan/Crisis Management Team

When a member of the Crisis Management Team becomes aware of an incident or situation that has the potential to be designated a crisis, he or she will immediately contact the Crisis Management Team Coordinator.

The Coordinator will call an immediate meeting of the Crisis Management Team if warranted. Acting on available information, the Crisis Management Team will decide whether to designate the incident or situation as a crisis.

If a crisis designation is warranted, the Crisis Management Team will immediately provide a briefing to the President.

The University's first priority during a crisis is to protect and preserve human life. Therefore, immediately following the determination that a crisis exists, the President and the Crisis Management Team will evaluate whether the crisis presents a danger to life or property.

If danger exists, the Coordinator will use the Emergency Notification System, the campus e-mail system, media and all other means available to issue a warning to students, faculty and staff. Those warnings will be issued at the earliest possible moment so that enough reliable information is available to give helpful instructions.

For crises in which no danger of death or bodily harm exists, the Coordinator will use the campus e-mail system, media and other means to notify students, faculty, staff and the general public about the nature of the crisis. Those notifications will be issued as soon as possible after sufficient details of the crisis are available.

The Coordinator will continue to send timely notices to the campus community and the public throughout the duration of a crisis.

The Director of University Relations may, depending upon the circumstances of the crisis, establish a central location for the gathering of media personnel and for conducting press conferences. This location will be as convenient and centralized as possible, depending upon whether the crisis is or has occurred on University property.

After a crisis has ended, the Crisis Management Team will conduct a post-event evaluation of all aspects of the crisis, including crisis communication, and the Coordinator will report to the campus and the public the results of that evaluation.

To develop clear guidelines detailing an appropriate response to a hostile situation on campus, with the goal of protecting and preserving property

Definitions

It is important to distinguish between three different invasive or threatening situations as they imply different levels of threat and invite different kinds of responses from law enforcement. Faculty and staff should be aware of these three situations and describe the appropriate situation when placing an emergency call to the University Police Department.

Ahostage situationis said to exist if any person(s) is held (confined) against his/her will in a non-official capacity with or without force or the threat of force and with or without the use of an object classified as a weapon.

Outside of uniformed officers in the performance of their duty, concealed firearms are prohibited on campus. Hence, anarmed person on campus situationwill be said to exist in the event that a firearm has been suspected, detected, brandished, or pointed whether in a threatening or a non-threatening manner.

Ashooting situationis said to exist only if a shot has been fired.

These three situations are referred to collectively herein ashostile situations.

Action Plan

Unless there is an imminent threat, staff, rather than students, should initiate contact with the University Police.

Unless you are designated as essential personnel for a hostile situation you are to remove yourself from the area if possible to safely do so.

In the event of a hostile situation, a report of the situation should be made immediately to the University Police by dialing (911). You should dial 911 even if you are unable to speak because of the nature of the threat. Do not confront the suspect(s). Simply contact the University Police with the name of the suspect and with a good description to include, if possible, age, gender, ethnicity, height, weight, and clothing. The caller shall relay the situation to the Police and then follow the advice provided. If appropriate, the caller shall quietly ask other faculty, staff and students to immediately remove themselves from the area and seek cover in a safe place.

Persons designated as essential to dealing with a hostile situation shall perform the following duties as quickly and professionally as possible.

In the event that there is a hostage, or armed person situation, the Dean, Associate Dean, and/or Department Chairs shall be responsible for ensuring that students and staff evacuate the area in which the threat exists, if such evacuation can take place safely.

In the event that you are unable to evacuate, you should stay calm, lock your office door, quietly phone the campus police (911) and follow their instruction. If you are in a classroom, you should attempt to render the room secure by locking or otherwise securing door as appropriate.

Each hostile situation differs. However, in the event that you are taken hostage it is advised that you adopt a cooperative but not a helpful manner. While you should not be antagonistic, you should not offer any assistance and should not attempt negotiations yourself.

To notify the campus community of a fire in a University facility and to provide procedures for the safe evacuation of such facilities.

Action Plan/Fire Procedures

Academic and Residential Life buildings are equipped with audible fire alarm systems.

In the event of a fire alarm, call 911 and have the Fire Department respond to the location of the alarm.

Notify the University Police Department at 5304 or 911. After hours, on holidays, or on weekends, call 650-2233 or 911.

Remain calm and activate the building evacuation policy. (Never assume that a fire alarm is false.) Building Supervisors, Department Chairs and Deans will be responsible for instructing staff and students as to the importance of evacuation and the procedures to be followed when the alarm systems are activated.

Fire Department and University Police officers will determine when it is safe to re-enter the building.

Action Plan/Building Evacuation Procedures

Building Supervisors, and Moss-Thorns Gallery of Art and Sternberg Museum personnel will be notified in person, by phone, or loud speaker, or alarm depending on the nature of the emergency. The building supervisor will be responsible for notifying all other building occupants. In the event evacuation is necessary, the fire alarm system will be activated and all exits should be utilized.

Building Supervisors, Department Chairs and Deans will be responsible for instructing staff as to the importance of evacuation when the alarm systems are activated.

Action Plan/Securing Buildings

In contrast to elementary and secondary school settings, the nature of a University in general, and Fort Hays State University in particular, makes a "lock down" of all facilities impossible or impractical. From time to time, however, it may be necessary to secure individual buildings when circumstances indicate the building or occupant thereof may be in danger as a result of a specific threat. University Police will make the initial decision to secure the building, and building staff will cooperate in implementing the decision.

To provide for a consistent response by University students or staff in the event of a bomb threat.

Action Plan

Remain calm and prolong the conversation while trying not to frighten the caller.

Note distinguishing characteristics about the caller's voice.

Record background noises, such as music, other voices, trains, cars, church bells, etc.

Ask where and when the bomb will detonate.

Ask why a bomb was placed and record any other information the caller is willing to give.

The very last question the person receiving the call should ask, "What is your name?"

The person receiving the bomb threat is to call the FHSU Police immediately at 5304, or after hours the Hays Police Department at 625- 1011. 911 should always be dialed in the event of an emergency.

As soon as the person receiving the call realizes a bomb threat is being made, he/she should try to signal a co-worker, if one is present, and have the co-worker call the appropriate law enforcement personnel.

Some key phone numbers are listed in this protocol in the event the person receiving the call wants to contact a supervisor or other emergency services.

The Officer on duty will:

Make the decision whether to evacuate the building based on information available at the time.

Notify the building supervisor of the decision on evacuation.

Notify the University Police, Hays Police Department, and the Hays Fire Department.

Take a brief statement from the person receiving the bomb threat and notify one of the following people if the threat is directed at a residential building:

During severe weather, the University's primary concern is the safety of students, faculty, staff and visitors.

Definition

Severe weather is defined as such weather that has the potential to cause a substantial interference with the operations of the University. Weather that has been categorized by the National Weather Service as a tornado, blizzard, flood or warnings thereof, are some examples of weather that Fort Hays State University considers to be severe.

Status of University operations

When severe weather threatens to disrupt classes or office schedules, the President will choose from three options:

The University is closed. With this declaration, all operations will be curtailed except the Power Plant, University Police, University Farm, Grounds Department and Residence Halls. All other employees will be dismissed and granted time off with pay.

The University is open, but on-campus classes are canceled. Students and teaching faculty are dismissed from on-campus classes. Employees who are unable to be at work will be charged leave time for working hours missed. Making up missed time is not an option.

The University is open, and classes will meet as scheduled. Employees who are unable to be at work will be charged leave time for working hours missed. Making up missed time is not an option.

Announcement of severe weather status -- overnight weather

When the severe weather occurs overnight, the President will consult with the Grounds Department to make a decision about the status of University operations. If the President selects either of the first two options -- the University is closed; or, the University is open, but on-campus classes are canceled -- the Director of University Relations will be contacted by 6 a.m. to make public announcements. If the President selects the third option -- the University is open, and classes will meet as scheduled -- no announcement will be made. Experience has shown that announcing there is no change in normal operations tends to create confusion. Students, faculty and staff should assume there has been no change in status unless they hear a public announcement to the contrary.

Upon being informed of a change in status due to severe weather, the Director of University Relations will contact the University Webmaster, electronic media, the Director of TigerInfo, and the Director of the Sternberg Museum of Natural History.

Upon being contacted by the Director of University Relations, the Webmaster will immediately post the operational status -- either the University is closed; or the University is open, but on-campus classes are canceled -- on the home page of the FHSU Web site. This official announcement serves as the most immediate and reliable information for students, faculty and staff regarding the University's operational status during severe weather.

Students, faculty and staff are advised to consult radio and television stations for information about the status of University operations during severe weather. Though not obligated to report information for the University, radio and television stations throughout the FHSU service area have been reliable about airing timely announcements of weather-related closings.

Upon being contacted by the Director of University Relations,the Director of TigerInfo will activate a recorded message -- either the University is closed; or the University is open, but on-campus classes are canceled. Students, faculty and staff are discouraged from calling the University during severe weather because only a recorded message will be available when TigerInfo personnel are unable to come to the campus.

When the operations of the University are affected beyond isolated temporary closing, and/or if the severe weather poses an imminent threat of danger to members of the University community, the Crisis Management Team may utilize the crisis notification system to alert the University community of any such threat and interference with University operations.

Announcement of severe weather status -- daytime weather

When severe weather occurs during the day, the President may decide to close the University, or he may decide to cancel classes but keep the University open.

Upon being informed of a change in status due to severe weather, the Director of University Relations will announce the President's decision on the campus e-mail system. The Director of University Relations also will contact the University Webmaster, the Director of TigerInfo and the Director of the Sternberg Museum of Natural History.

Upon being contacted by the Director of University Relations, the Webmaster will immediately post the operational status -- either the University is closed; or, the University is open, but on-campus classes are canceled -- on the home page of the FHSU Web site.

Upon being contacted by the Director of University Relations, the Director of TigerInfo will activate a recorded message -- either the University is closed; or, the University is open, but on-campus classes are canceled. Students, faculty and staff are discouraged from calling the University during severe weather because only a recorded message will be available when TigerInfo personnel are unable to come to the campus.

Status of Sternberg Museum during severe weather

If the University closes, the museum also will close. The Director of University Relations will make the announcements to the electronic media for both the University and the museum. The Reservations Manager will notify any groups that had scheduled visits that day. The University Webmaster will post the information on the museum's Web page. The Office Manager (or the Reservations Manager in her absence) will put a voice mail about the closing on 628-4286. Whoever is able to make it to the museum will put a sign on the door.

If the University opts not to hold classes but asks staff to show up for work if possible, the museum will be closed but all staff members except students and visitor services staff should show up for work if possible. The Director of University Relations will make the announcements to the media for both the University and the museum. The Reservations Manager will notify any groups that had scheduled visits that day. The University Webmaster will post the information on the museum's Web page. The Office Manager (or the Reservations Manager in her absence) will put a voice mail about the closing on 628-4286.

If the University remains open for classes but announces that evening classes have been canceled, the museum will remain open to the public until 5 p.m. and staff members should keep their normal work schedules. The Director of University Relations will make the announcements to the media for both the University and the museum. The Reservations Manager will notify any groups that had scheduled visits that day after 5 p.m. The University Webmaster will post the information on the museum's Web page. The Office Manager (or the Reservations Manager in her absence) will put a voice mail about the closing on 628-4286 before leaving work. The Visitor Services Manager (or the Reservations Manager in his absence) will put a sign on the door before leaving work.

If a special event of the museum coincides with a weather emergency, the Director (or, in his absence, the Reservations Manager) will be responsible for deciding whether to hold the event, postpone it or cancel it. The Reservations Manager (or the Office Manager in his absence) will be responsible for notifying the Director of University Relations so that he can notify the media. The University Webmaster will post the information on the museum's Web page. The Office Manager (or the Reservations Manager in her absence) will put a voice mail about the special event on 628-4286 before leaving work. The Visitor Services Manager (or the Reservations Manager in his absence) will put a sign on the door before leaving work.

The Director (or the Reservations Manager in his absence) will make the judgment whether to close the museum entirely or early on weekends. That person will inform the Director of University Relations so that he can release the information to the electronic media. The Reservations Manager will notify any groups that had scheduled visits that day. The University Webmaster will post the information on the museum's Web page. The Office Manager (or the Reservations Manager in her absence) will put a voice mail about the closing on 628-4286. The Visitor Services Manager (or the Reservations Manager in his absence) will put a sign on the door.

Status of Virtual College face-to-face and IPTV classes

The President, in consultation with the Provost, will determine after 1 p.m. on the day in question whether Virtual College face-to-face and IPTV classes (classes starting at 4 p.m. or later) should be canceled due to severe weather.

When Virtual College face-to-face and IPTV classes are canceled by the University, the Director of University Relations will notify the electronic media in the affected areas and request public service announcements of the cancellations. Students are advised to monitor radio and television stations for information about the status of Virtual College classes in their area.

When Virtual College face-to-face and IPTV classes are canceled by the University, the Director of University Relations will notify TigerInfo. TigerInfo will provide cancellation information to callers. However, this is not the preferred method for Virtual College face-to-face and IPTV students to receive information about cancellations because TigerInfo personnel may not be available if the Hays campus is also closed by severe weather.

When Virtual College face-to-face and IPTV classes are canceled by the University, the Director of University Relations will notify the University Webmaster, who will immediately post a notice on the home page of the FHSU Web site for the affected areas. This official announcement serves as the most immediate and reliable information for Virtual College face- to-face and IPTV students during severe weather.

When Virtual College face-to-face and IPTV classes are canceled by the University, the Virtual College staff will attempt to notify all students enrolled in the affected classes about the change in schedule by telephone. Calls to students will be made immediately after the decision to cancel classes at an off-campus site is made. Calls are made to numbers listed on students' TigerTracks accounts.

Students should contact their instructors about assignments and make-up information.

Special instructions for tornadoes and other violent weather

When the University receives notification of a severe weather watch or warning from the National Weather Service, the University Police will, as time and conditions permit, activate the severe weather plan by calling key departments. Specifically, the University Police Department will attempt to contact the Residence Hall staff and inform them of the weather condition and advise them to monitor their police radios for continuous updates. Residence Hall personnel should keep their radios on and monitor them until University Police advises them that they can be turned off.

When time and conditions permit, the Director of Police or designee will contact the University Relations Office, President's Office and Student Affairs so that official notifications can be sent out.

All department heads, directors and supervisors should familiarize their staff with key terms in this policy. In addition, they should discuss this emergency plan with their staff at the beginning of each academic year and with new personnel upon beginning work. Managers and supervisors are urged to become familiar with the characteristics of their respective buildings so they can better promote the safety of all students, faculty, staff and visitors should severe weather occur.

During uncertain weather conditions, it is not always prudent or necessary to wait until formal notification of impending danger. Listen to the radio or watch local television. If you see any revolving funnel-shaped clouds, report them by telephone immediately. Do not use the telephone to get information and advice; monitor radio or television broadcasts.

The following procedures will be followed during severe weather warnings.

Severe Thunderstorm Warning: Sirens will not sound. Supervisors should monitor the situation if uncertainty exists regarding weather conditions. All building personnel should be alert for damaging wind or hail. If the likelihood of damage exists, staff and building users should evacuate the areas of danger and seek a protected inner hallway or area that does not have exposed windows.

Tornado Warning: Sirens will sound if it appears a tornado is imminent. Everyone should go to designated tornado shelters. Building or maintenance supervisors will utilize available staff to occupy "key locations" (stairwells, doors, etc.) and guide people to the safest and most direct route to a secure area. Large open areas with wide roof spans such as auditoriums, gymnasiums, cafeterias and ballrooms must be checked and cleared of people. The safest areas usually are lowest levels interior hallways and away from glass windows. People should not seek shelter in laboratories, which contain hazardous substances, e.g., in the chemistry and biology departments.

The on-duty officer will also alert the public of the Tornado Warning by using the hi-lo siren signal and public address system. The standard message, "Attention, tornado warning, take cover," is to be broadcast. The on-duty officer will also make contact with populated areas such as open halls, athletic events, camps or Forsyth Library to alert citizens to the dangerous weather.

If Areas are evacuated: Where applicable, employees are instructed to secure all monies, lock all cash registers and secure backup diskettes and valuables unless doing so would jeopardize their safety. The custodial personnel on duty will lock off all elevators and direct building users to use only safe stairwells. Freight elevators can be used for disabled persons in wheelchairs.

Regardless of when the warning occurs, all persons should remain under cover until an all-clear from the National Weather Service is reported by local radio stations. Sirens are not used for an all-clear signal and will only be used when a tornado warning is issued.

If damage is observed after the all-clear is given, contact the University Police Department at (785) 628-5304. After office hours: (785) 625-1011. If it is an emergency, call 911. If damage to the building leaves the area uninhabitable, the damage or destruction of University property protocol will be activated.

In the event personal injury occurs as a result of severe weather, the following procedures should be observed:

Call 911. Advise the dispatcher of the location and extent of any injuries. Information regarding respiratory or cardiac failure and/or severe bleeding should be reported.

If a telephone is not available, someone should be sent to a working telephone to report any injuries.

Do not return to a building once evacuated unless directed to do so by a University official or emergency personnel.

Upon a confirmed tornado strike, all Crisis Management Team members will report to the Center for Public Safety as quickly as possible. The Team will evaluate the situation and determine a plan of action.

Police officers will report to the Center for Public Safety to receive assignments relating to patrolling, determining damage and making a preliminary size-up report to the department operations center.

The greatest hazard is from flying glass, so designated emergency tornado shelter areas for Academic and Service Buildings are as follows:

Report damage or injury to the building supervisor, if possible, for relay to either the University Police or the Physical Plant. Multiple reports of the same event cause confusion. The following numbers will normally be attended in an emergency:

Please do not call to report a power outage. The campus is on one system, so if one building is out, they all are. Call only if a true emergency exists.

Search and rescue following a tornado strike

The Police Department will establish a security sector, isolate damaged areas and prevent unnecessary access. This sector is to be under the command of a senior police commander.

The Hays Fire Department will organize a search and rescue sector under the command of a senior fire department officer. This sector is to be divided into self-contained search and rescue task forces that include the fire department and University support staff. These task forces are to move into affected areas and conduct a primary search. Buildings that have been searched are to be marked with a large X.

The University administration will manage all aspects of recordkeeping, purchasing and public information related to the disaster emergency. This sector is also to keep informed and coordinate the necessary meetings and public proclamations required for disaster emergency action.

Weather definitions

For the purpose of clarity, the National Weather Service uses the following terms to alert the public:

Severe Thunderstorm: Winds more than 57 mph or hail three-quarters of an inch or more in diameter. Severe Thunderstorm Watch: Severe thunderstorms are possible. Severe Thunderstorm Warning: Severe thunderstorms have been sighted or indicated by radar. Funnel Cloud: A funnel-shaped cloud extending from the thunderstorm base. It is associated with a rotating air column that is not in contact with the ground. Tornado: A violently rotating narrow column of air in contact with the ground and extending from a thunderstorm base. Tornado Watch: Issued by the National Weather Service when weather conditions that may produce tornadoes are expected to develop. Tornado Warning: Issued by the National Weather Service when Doppler radar indicates tornado formation or a tornado has been sighted by a trained weather spotter.

The news of the death of a University community member, especially if it is unexpected, is likely to have a psychological impact on other members of the community. It is important that the University show understanding of the needs of the family, students, and all members of the University community, providing timely intervention and support, as well as ongoing and follow-up services as needed.

While this protocol is written primarily for the death of a student, it can be easily adapted to responding to the death of any member of the University community.

Action Plan - On-Campus Death (University Response to the Situation):

The Vice President for Student Affairs or designee is notified of an on-campus death. The Vice President for Student Affairs will consult with University Police regarding the status of the victim and the location of the emergency. If possible, the Vice President for Student Affairs should report to the scene.

The University Police Department will make decisions regarding initial notifications to the family at a later time after positive identification is made.

Upon arrival at the scene, the Vice President for Student Affairs will be updated by the on-scene "responsible parties," including University Police or other administrators.

The Vice President for Student Affairs will ascertain the availability of all on-scene University officials and coordinate with them for temporary management of the scene.

The University Police Department will secure the scene.

The Vice President for Student Affairs will ensure contact with the Crisis Management Team after the immediacy of the crisis is over.

After or upon notification of the family, the Vice President for Student Affairs will provide support and assistance to the family on behalf of the University. A meeting will be arranged with the family of the deceased in a timely manner.

The Crisis Team will communicate with the Kelly Center and clergy, if requested, to seek out those individuals who are likely to be affected by this event. Crisis Team members and/or Kelly Center personnel may meet briefly in small groups with these individuals, offering support and allowing them to express their feelings and reactions. These professionals will keep record of the names and phone numbers of the students. The Kelly Center will follow up with all such students. All affected individuals will be provided with phone numbers at which they can reach the Kelly Center. The Kelly Center will educate those affected about the range of feelings and reactions they may expect after a death and will obtain necessary commitments from them to meet again at a scheduled time and place during the next few days.

The Kelly Center will arrange assistance for faculty, administrators, and staff that may have been affected by the news of this death.

The Office of Student Affairs may coordinate a Memorial Service with involved students, staff, and faculty. The Student Affairs Division will engage students in planning the service.

University Relations will issue a statement and coordinate all contact with the media.

Action Plan Off-Campus Death

When a student dies off campus, Hays Medical Center and the Hays Police Department have been encouraged to contact the University Police Department as quickly as possible. It is important that the agency refer the family back to campus officials for follow-up and support.

When someone becomes aware of an off-campus death of a member of the University community, he/she should contact the Vice President for Student Affairs, who will review and follow the policy guidelines referenced in Section 5.c., above.

The Vice President for Student Affairs will initiate ongoing contact with the family of the deceased in order to offer continuing support as needed.

Follow-up Interventions (Next Day):

Regular class schedules and other scheduled activities should go on as planned, unless the President or designee believes the students' best interests would be served by canceling classes. Individuals in need of assistance are encouraged to excuse themselves from classes in order to seek personal assistance.

The Kelly Center will organize meetings with students and other subgroups affected by the death, if necessary. From these meetings, the counselor may invite those associated with the deceased to participate in groups, which will facilitate a healthy grieving process.

Kelly Center staff may meet or communicate with faculty (especially the student's advisor, administrators, and others who may have known the deceased) to assist these professionals in identifying and expressing their own feelings, and to assist them in identifying, helping and referring students to counseling.

When necessary, the Kelly Center, clergy, Residential Life Staff (including Resident Assistants), and Student Organization advisors will meet or communicate with students to assist them in dealing with the possible trauma and to plan outreach toward identifying, assisting, managing, and referring other students who are troubled or may be at risk.

If necessary, the Assistant Vice President for Student Affairs, clergy, and Kelly Center staff will collaborate in establishing meetings with resident students in various buildings and with other student groups.

Expression of concern made by parents of other students should be directed to Student Affairs for support, reassurance, and accurate information regarding the services available to students.

The Director of University Relations will attempt to coordinate the news of the death and the outreach activities that are occurring in the aftermath.

The Crisis Management Team will maintain contact via regular debriefing meetings or email communication for as long as it seems advisable in order to address the needs of the University community.

The Vice President for Student Affairs will initiate ongoing contact with the family of the deceased in order to offer continuing support as needed.

Further Follow-up:

The Kelly Center will contact members of the University community to meet with appropriate professionals to talk about the impact of the death. The Assistant Vice President for Student Affairs, Kelly Center, and clergy (if requested) will continue to collaborate in these outreach efforts. They will maintain contact with affected individuals until the grieving process has reached a place of resolution or a needed referral is completed.

The Assistant Vice President for Student Affairs, clergy, student volunteers, and Kelly Center staff will coordinate any memorial services that are to be held on campus. The student's hometown religious leadership may be involved, as well.

Student Affairs will work with the following offices to ensure a simplified withdraw of the student from the University:

Assistant Vice President for Student Affairs / Registrar-- a simplified return of tuition or other fees; dropping classes; deceased status on transcript; information on a posthumous degree

Student Fiscal Services-- a simplified return of tuition or other fees

Financial Aid -- will send a letter to the family regarding forgiving loan

When a student is a victim of a violent crime such as rape or domestic violence, the University must endeavor to provide a timely and effective process by which the student will find psychological assistance.

Definitions

Crisis Responder:A Crisis Responder, as used throughout this plan, is an individual responsible for responding to the scene of an event to provide emergency services. Examples of a Crisis Responder include fire, police, emergency medical, or other similar personnel. To the extent that a Crisis Responder is not a University employee, it is beyond the ability of the University to control the actions of the Crisis Responder. However, the protocols set forth below represent the expectations of the University regarding the actions of the Crisis Responder.

Action Plan:

If the violent crime is discovered immediately after the incident, the Crisis Responder will notify the victim of his or her opportunity to report the crime to University or Hays police who will follow up with evidence collection.

The Campus Police Officer or other Crisis Responder will notify the Director of Residential Life (if the crime occurred in the residence halls or the victim is a residence hall resident) or the Vice President for Student Affairs. If the first to be notified, the Director of Residential Life will notify the Vice President for Student Affairs.

The Vice President for Student Affairs will provide contact information for support services available on or off campus (Hays Medical Center, Salina Regional Health Center, Kelly Center, and/or other offices) to the victim.

University Police will process a criminal complaint, as needed. Students involved in misconduct may also be adjudicated through an administrative judicial process. Information regarding this process will be provided to the victim by the Assistant Vice President for Student Affairs.

Assistance for the student victims, including contacting their instructors, employers, and significant other will be provided by Student Affairs, if desired by the victim.

Those who are close to the victim will be offered support and will be referred to the Kelly Center for assistance.

The Director of University Relations will provide appropriate information to the media.

Student Affairs and/or University Relations will inform the Campus Community, as necessary.

Follow-up

Follow up on the incident will be provided by University Police, Student Affairs, and the Kelly Center to ensure that the victim and other persons involved with the incident have received appropriate support.

When an infectious disease outbreak has occurred on campus, it must be contained as soon as possible, while minimizing campus community fear levels.

Action Plan:

The Crisis Responder will contact the Director of Student Health Services, who will evaluate the extent of exposure. He/She may call upon the assistance of the Department of Health and Environment, and/or the University, local or statewide medical community, as required by the situation.

The Director of Student Health Services, the Vice President for Student Affairs, and the Director of University Relations will notify the appropriate departments and divisionswhento notify students, residents, faculty, or staff. They will also provide guidelines on what information should be provided, what the risks are, and what steps should be taken to reduce the risk to the individual.

The Director of University Relations will prepare appropriate news releases. Director of Student Health Services will provide updates to the Crisis Team.

If the campus must close, some residents (i.e., international students) may need to stay on campus. The Director of Food Services, International Student Coordinator, Director of Residential Life, and Assistant Vice President for Student Affairs will make arrangements to provide meals and other necessary services to those who must stay on campus.

The Director of Student Health Services may request the assistance of the Crisis Team and University Police to provide planning, communication, and coordination of appropriate University responses to the situation.

The Crisis Team will call a meeting with the appropriate University community members for the Director of Student Health Services to discuss how to prevent or reduce further outbreaks of this kind. Suggestions for changes in University procedures may be made to reduce the risk of future outbreaks.

With a heightened awareness and increased instances of terrorism, the University community should be prepared for terroristic activities and/or threats occurring on or off campus.

Action Plan

If a suspicious letter or package is received, do not shake or empty the contents. Place the envelope or package in a plastic bag or other container to prevent leakage of contents. If a container is not available, cover the envelope or package (with clothing, paper, trash can, etc.). Do not remove this cover.

If contents (such as powder) spill, do not try to clean it. Cover the spilled contents immediately (with clothing, paper, trash can, etc.). Do not remove this cover.

Leave the room and close the door, or section off the area to prevent others from entering.

Wash your hands with soap and water to prevent the spreading of any powder to your face.

Remove heavily contaminated clothing as soon as possible and place in a plastic bag or other sealable container. This bag should be given to emergency responders for proper handling. Shower with soap and water as soon as possible. Do not use bleach or other disinfectant on your skin.

Report the incident to University Police and notify an available supervisor.

List all people who were in the room or area, especially those who had actual contact with the envelope or package. Make this list available to University Police, public health authorities, and the Hays Police Department for further investigation and/or assistance.

The Crisis Responder will contact the Director of University Relations, who will issue a statement and coordinate all contact with the media.

Action Plan

Contamination by Aerosolization:(small device triggered, warning that air-handling system is contaminated, or warning that a biological agent has been released in a public space.)

The Crisis Responder or person identifying the event should contact the Director of the Physical Plant to turn off local fans or ventilation units and/or to shut down air handling systems in the building.

Leave the area immediately and close the door, or section off the area to prevent others from entering.

Report the incident to University Police and notify an available supervisor.

Identify all persons that were in the room or area, especially those who had contact with the substance. Make this list available to University Police, public health authorities, and the Hays Police Department for further investigation and/or assistance, upon request.

The Crisis Responder will contact the Director of University Relations, who will issue a statement and coordinate all contact with the media.

Action Plan/Off-Campus Events or Threats:

The Director of University Police should be contacted in case of large-scale bioterrorism attacks. The secondary contact is the Ellis County Health Department.

In the case of large-scale terrorist contamination, essential staff may be offered vaccine, according to the Center for Disease Control protocols. Essential staff have been determined as:

President Director of University Police Director of Physical Plant Campus Police Officer(s) Campus Police Support Staff Vice President for Administration and Finance Vice President for Student Affairs College Deans Information Systems Specialist

If on-campus residents are unable to evacuate the campus, more staffing will be necessary, with the following additionally considered essential staff.

Assistant Vice President for Student Affairs Director of Residential Life Director of Food Services and minimal staffing Physical plant personnel as designated by the Vice President for Administration and Finance Information Systems support staff

Should the campus be evacuated with no classes, yet remain in a minimally operational state, (students in the residence halls), the following will additionally be considered "essential staff," with "minimal staffing" decisions to be made by each area's director or manager:

Library personnel Minimal support staffing for all non-academic departmental areas Minimal staffing for all academic areas, including department heads (if applicable) Minimal staffing for Administration and Finance Minimal staffing for Virtual College

To respond to an event which results in damage or destruction of University property quickly and safely, attempting to preserve and protect human life and University property, while preparing for ongoing operations of the University and repair or rebuilding of the University facilities.

Action Plan/Crisis Responder or Person Witnessing the Event

Notify University Police Department (UPD) (5304) or (911). UPD will notify the Crisis Management Team and the City Fire Department if required.

Move away from the building or area affected if possible to do so safely.

If possible, remain away from the affected area or building until instructed otherwise by the University.

Action Plan/University Police Department

Respond to the area with the assistance of the Fire Department and local Police Department.

Notify the Crisis Management Team of the event.

Begin immediate evacuation of the buildings or the affected area if necessary.

Begin rescue operations, if necessary, with the assistance of local law enforcement and medical personnel.

Report to the Crisis Management Team the condition of the building or affected area and the status of persons within or in close proximity to the area.

Action Plan/Crisis Management Team

Meet as soon as possible and assess the extent of damage.

Communicate with University and local law enforcement and emergency management/medical personnel as to the status of persons within or in close proximity to the affected area.

Begin to assess the effect of the event on ongoing University operations.

Request the assistance of Physical Plant personnel in assessing the extent of the physical damage to the property affected and the possibility and timeframe of any needed repairs.

Communicate with the media and the University community regarding the extent of the damage, any ongoing threat, and the status of ongoing University operations.

Arrange counseling and other services to victims and affected individuals if necessary and appropriate.

Communicate with and advise University Administration regarding the nature of damage, the extent of injuries or casualties, and the likely affect the event will have on ongoing University operations.

If necessary, communicate with the injured individuals or their families to share information and provide support.

Coordinate repair and/or rebuilding efforts with the assistance of the Physical Plant personnel and any local, state or federal agencies as appropriate.

Communicate with utility providers to attempt to ensure the stability and safety of the building pending repair.

To quickly identify an information, technology or data compromise in order to prevent or reduce harm to or inappropriate dissemination of University information, technology or data and to alleviate any such harm as quickly as possible.

Action Plan/Person Identifying Event

If the compromise appears at all to involve criminal activity, notify the University Police Department (5304) and the Computing Center (4487). In all cases, notify the Computing Center as soon as possible.

Action Plan/University Police Department

Respond to the notification and assess whether the incident involves the possibility of criminal activity. If so, follow existing policies and procedures to investigate the event.

In all cases, notify the Crisis Management Team and provide periodic updates to include the results of any investigation.

Action Plan/Crisis Management Team

With the assistance of the Computing Center, assess whether the event has already concluded or whether it is ongoing.

If the event is ongoing, respond as appropriate upon the advice of the Computing Center to attempt to preserve and protect existing information, technology and data.

If the event has concluded, assess, with the assistance of the Computing Center, the extent of the damage or compromise to information, technology or data.

If the compromise involved the dissemination of personal or individual identifiable information, notify the persons whose information has been inappropriately accessed or compromised and provide any necessary and appropriate support.

Attempt to determine the cause of the compromise and if possible take immediate corrective action or recommend that the Computing Center take the appropriate action.

Communicate with the media regarding the event and the anticipated long-range effects to individuals and University operations.

Make recommendations to the University Administration as to additional hardware, software, or personnel needs in order to correct the event and/or prevent similar events in the future.

To immediately identify harm or threats of harm to the University financial assets, to prevent or limit such harm to the extent possible and to remediate any such harm that occurs.

Action Plan/Person Identifying Event

If the damage or harm appears at all to involve criminal activity, notify the University Police Department (5304) and the Vice President for Administration and Finance (4251). In all cases, notify the Vice President for Administration and Finance as soon as possible.

Action Plan/University Police Department

Respond to the notification and assess whether the incident involves the possibility of criminal activity. If so, follow existing policies and procedures to investigate the event.

In all cases, notify the Crisis Management Team and provide periodic updates to include the results of any investigation.

Action Plan/Crisis Management Team

With the assistance of the Vice President for Administration and Finance assess the extent of the harm and whether the harm or damage is contained or ongoing. If the harm is ongoing, take all appropriate actions to contain the harm as recommended and assisted by the Vice President for Administration and Finance.

Notify University Administration of the extent of the harm and recommend actions to be taken to prevent any further loss or harm.

Determine whether immediate assistance from local, state or federal agencies is needed to continue ongoing University operations. If the assistance of the legislature will be sought, contact the Director of Governmental Relations.

Assess the extent to which the harm or loss will affect ongoing University operations. If operations will be affected, notify the University community and provide as much information as possible.

Communicate with the media on the event, extent of the loss, and the effect on on-going University operations.

Assess the cause of the loss and recommend what appropriate action the University Administration should take in order to prevent such a loss in the future.

To respond to political situations and/or riots quickly in order to preserve human life, protect the University community and its property, preserve the peace to the extent possible, all the while respecting the constitutional rights of participants in the event.

Action Plan/Person Identifying Situation

Notify University Police Department (UPD) (5304) or (911). UPD will notify the Crisis Management Team and local police if required.

Move to a safe environment.

Action Plan/University Police Department

Secure the area with assistance of the local law enforcement authorities.

Action Plan/Crisis Management Team

Meet if possible and deploy the Crisis Management Plan.

Communicate with Administration to provide up-to-date information and advise as to the proper response.

Communicate with the media and the campus community.

Evaluate the event and the University's response thereto to determine whether any policies or procedures of the University need to be changed in light of the event.

To react as quickly as possible to reports of widespread crime or violence on or affecting the University community or its property in a manner that attempts to prevent or minimize harm, and remediate as soon as possible any such harm that occurs.

Action Plan

Notification of/by Crisis Responders

If there is an occurrence of crime and/or violence on campus, any person or persons witnessing this event should immediately call 911. Once the university police have been notified they will begin their investigation of the event.

Notification of Crisis Management Team

In the event of a situation involving widespread crime and or violence occurring in an area under the control or oversight of the University, such events should be reported to the Crisis Team in a timely fashion.

Institutional Evaluation and Reaction

If it is determined that an actual crisis exists, the Crisis Team will be convened to evaluate information regarding the crisis, and to recommend the University's response thereto. Once the Team convenes, it will determine if and what resources will be dedicated to the event. This may include, but not be limited to: Office of the President, University Police, Office of Student Affairs, Office of the Provost, Kelly Center, University Relations, Student Fiscal Services, Physical Plant, and Residential life.

Dissemination of information to the University Community

Public Advisory. Generally, the office of University Relations will issue a public advisory concerning the adverse events.

Follow-up

University Police will coordinate the investigation of the crime/violence and keep the crisis committee informed (to the extent the law allows) as necessary.

The Office of Student Affairs will keep the campus community informed regarding the events with regular updates as necessary.

Parental or family notification, if necessary, will be coordinated with Student Affairs and University Police.

The Kelly Center will coordinate any counseling and/or educational efforts for those affected by such events.